Answers to Questions

Which employees are entered into the Halogen system?

Every City employee can be entered into the Halogen system. Permit and Temporary employees expected to be employed for more than 6 months should be entered. Interns (with employee ID) who are employed with the City for more than 6 months should be entered. Contractors should not be entered in Halogen.

How do I log in to the Halogen website?

You can login to Halogen from any location that has internet access. Use the link https://global.hgncloud.com/minneapolis/welcome.jsp Enter your username (your six-digit employee ID) and your password. Your password must contain a minimum of 8 characters and contain at least one uppercase letter and one number.

When do I receive an email notification?

You will receive email notifications when

You have a task to do in Halogen – like enter work expectations, sign off on a form, do a self-appraisal.

You are nearing the deadline for a task – usually 3 days before the deadline.

You are overdue completing a task. You will continue to get emails every 2 days if are overdue.

Note: If you have a step that depends on another person completing their step, your notification email to be sent at 1:00 a.m. the next day. If you know that the preceding step has been completed, you don’t need to wait for notification email, the next step in the process is available immediately.

How do I reset my PerformMinneapolis password?

You reset your password by selecting “Forgot Password” at the login screen and following the directions.

How long can you be in the Halogen before it will time you out?

After 30 minutes of inactivity, a message will appear asking if you want to stay active. If you ignore the message, whatever you are doing will be saved and you will be logged out

Why did I get an Auto-Save message when I logged into Halogen?

There is an auto-save feature so that if your power goes out, if you lose your Internet connection or if you leave a form open for a prolonged period there will be a 'last copy' on file.

COMET-HR and Halogen

Halogen pulls basic employee data such as name, supervisor, department and other information from COMET-HR. Halogen information is not sent to COMET-HR.

Which is the official place of record?

Halogen is the official place of record for employee performance.

Does Halogen Software replace COMET-HR?

No, Halogen software does not replace COMET-HR.

Are Disciplinary records still entered in COMET-HR?

Once the appeal period has ended, enter discipline information in COMET-HR on the Disciplinary Action Record and the Job Data pages, if necessary. Upload the Final Determination Letter as a document in Halogen. See Documents in the Halogen User Guides for how to upload a document.

Using Forms

Can the employee edit a form after the Save and Submit is selected?

No, it is no longer editable. The only exception is information entered on the Setting Work Expectations form. It is stored on your My Performance Page under " Work expectations." Work expectations can be edited either by the supervisor or by the employee if they are given editing rights by their supervisor. See To edit a work expectation in the Halogen Use Guides.

Will I receive a warning when I select Save and Submit?

Yes. The system will show the following message if you choose the Save and Submit button.

What is the maximum number of characters allowed on forms? What about in the Feedback Notes?

30,000 is the maximum number of characters allowed in the comment sections for competencies and Job Success Factors, Supervisor Comments and Employee Comments. 3,000 is the maximum number of characters allowed in Work Expectation sections and Development Plan sections. 3,000 is the maximum number of characters allowed in Journal notes, Supervisor Notes and Recognition. Once the maximum number of characters is reached the following message will pop up in blue:

How do I change the department goal that my work expectation is linked to?

Click on the work expectation name. The Work Expectation Details screen will appear. You can change which organizational goal it is linked to by clicking on the icon next to "Linked to" and selecting a different department goal.

Monitoring

What is the Feedback section?

Employees and supervisors have a place to keep track of performance throughout the year: to copy an email from a satisfied customer, to make note of a challenge that came up and was resolved or to keep a record of a coaching conversation. There are three types of feedback notes.

A Journal Note: A statement or comment written by the employee for themselves. You can decide to share the note with your supervisor. A Journal Note can be deleted by the employee who created it.

A Supervisor Note: A statement or comment about an employee written by their supervisor. The supervisor can decide to share the note with the employee. A Supervisor Note can be deleted by the supervisor who created it.

A Recognition: An acknowledgment of an achievement or a positive acclaim of performance written by any City employee to another. Recognition can be deleted by the employee who created it only if they have access to the feedback area of the employee they recognized (e.g. are their supervisor). Otherwise, recognition cannot be deleted by either the creator or recipient.

Being able to access these journal notes eliminates the scramble for results data, dates and comments when it’s time to do an appraisal.

Performance Appraisal (Recognizing)

Complete a Performance Appraisal for each employee in Halogen. Save as draft.

Meet with each employee to discuss performance

Make any edits to the Performance Appraisal for each employee in Halogen. Save and submit.

Sign off after the employee has signed off.

Approve Work Expectations for each employee for the upcoming year in Halogen

For employees

Complete Self-Appraisal in Halogen (optional but highly recommended)

Meet with Supervisor to discuss performance

Sign off on Performance Appraisal in Halogen

Create, then sign off on Work Expectations or the upcoming year in Halogen

Do supervisors receive a notification when their direct reports submit their self-appraisal?

There is no email notification when an employee completes a self-appraisal. The self-appraisal is not a prerequisite step in Halogen before the supervisor can enter a performance appraisal.

What should I do if my supervisor does not give me an annual performance appraisal?

Supervisors are required to conduct a performance appraisal for each employee at least once annually. The appraisal period is generally from January to March. If you do not receive your performance appraisal, first discuss it with your supervisor. If you do not receive an appraisal, speak with the HR Generalist assigned to your department.

What if I forgot to sign off on my appraisal or my employee’s appraisal?

For all people (employee, supervisor, manager) that sign off on the appraisal, an electronic signature page attached. For those that do not, the appraisal will be forced into completion at the conclusion of the appraisal period and the electronic signature will not be on the appraisal. However, regardless of signatures, the appraisal will be saved under the employees evaluations section in the Halogen software.

How do I enter a performance appraisal outside the process?

This question is under consideration.

Can a list of accomplishments be added to the Performance Appraisal?

The text fields on the Performance Appraisal form have a maximum of 2000 characters. However, you or your supervisor can upload a document (in any format – Word, PDF, Excel, etc.). See Documents in the Halogen User Guides for how to upload a document.

Supervisor Questions

Why can't I see my current supervisor on my form?

If the supervisor was updated after the form was opened, the supervisor change will not be reflected on the form.

I have a new employee. How do I get them access to Halogen so they can enter work expectations?

Before accessing Halogen, discuss work expectations with your employee.

Be sure they have an employee ID and an email address in COMET-HR and that they are shown as reporting to you in COMET-HR.

Request that the employee activate their account in Halogen.

1) Go to Halogen under Work Tools on CityTalk (or navigate to https://tms.na1.hgncloud.com/minneapolis/welcome.jsp) 2) Click “Activate Your Account” to set a password and security. Please note: The Activation Notice will be emailed to the employee, however, the email may go to “Junk Mail”. If this happens, they will need to drag the email into their “Inbox”.

Once the employee can log into Halogen, ask them to follow the instructions for adding work expectations outside of the initial setting work expectations process under Work Expectations in the Halogen User Guides.

There is no “approval” or “sign-off” task, so there won’t be any notification emails.

As a supervisor, I can’t see the “My Employee” tab on my home page, but yet I have a task to complete for one of my employees. What does this mean?

This means that you are not set as the supervisor for the employee. “Reports To” relationships are imported from COMET-HR every night. Be sure the reporting relationship is correct in COMET-HR. If it is, email [email protected] and an administrator will correct it.

What should I do if as a supervisor, I have an employee showing up that doesn’t report to me?

This means that you are incorrectly set as the supervisor for the employee. The correction needs to be made in COMET-HR first. Be sure the reporting relationship is correct in COMET-HR. If it is, email [email protected] and an administrator will correct it.

Last updated Jan 2, 2018

QUICK LINKS

Accessibility: For reasonable accommodations or alternative formats, contact 311. People who are deaf or hard of hearing can use a relay service to call 311 at 612-673-3000. TTY users can call 612-673-2157 or 612-673-2626.

Salary Compliance Notice:State statute 471.701; Notice of Salary Compliance, requires that the City post for not less than 90 days the job title of the three highest paid employees along with their base salary. For 2018 these were:1. City Attorney, $186,4902. Assistant City Coordinator Convention Center, $183,6003. Director Public Works, $181,191